Administrative Assist II

Statement of Purpose

The Administrative Assistant aids and supports the Director and the Department and performs a variety of organization, communication, and database management duties.

Major Tasks, Duties and Responsibilities

• Perform general office functions which include preparing correspondence, ordering supplies and print shop requests, preparing bulk mailings, recording meeting minutes, maintaining petty-cash, aid in communicating and supervising staff, etc.
• Provide accurate information and referrals to customers.
• Coordinate logistics of program activities, such as scheduling space, ordering meals, etc.
• Work as a team member in performing duties and assignments.
• Adhere to professional standards.
• Ability to prepare accurate and precise reports and correspondence.
• Ability to demonstrate ethical and professional behavior.
• Ability to communicate clearly with management, staff, peers, clinical trainees, clients and non-BHS resources.
• Ability to convey respect for cultural and lifestyle diversities of clients and staff.
• Ability to recognize personal issues that have an impact on job performance and interactions with others.
• Basic knowledge of the BHS treatment systems.
• Understanding of computer operations; Windows and the Microsoft 365 suite (e.g. Word, Outlook, Excel, Teams, Etc.). Ability to readily adapt to the indicated computer information system. Experience with Electronic Health Records (EHRs) a plus!

Administrative Assistant II Competencies and Performance Expectations

All Administrative Assistant II's are expected to :

Prerequisite Qualifications :

The following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.

Bilingual abilities are welcomed but not required for this position.

High school diploma, minimum of two years' general office experience. Knowledge of physical and digital filing systems. Some knowledge of resources for target populations and client confidentiality regulations. Proficiency in the Microsoft 365 Suite of programs, including Word, Outlook, Excel, and Teams. Skills in MS Access, Publisher, Canva or ability to self-teach. Ability to use and maintain a variety of office machinery, including copy and fax machines and laser printer. Must have ability to communicate effectively both verbally and in writing. Must have strong writing skills that include Proper English and grammar. Must possess good listening skills and the ability to follow directions. Ability to work with others, including other professional and paraprofessional staff and volunteers. Must have positive, professional attitude, sincere interest and desire in working with, and to help support, target populations; patience and compassion, sensitivity to culture, attitudes, beliefs and knowledge of target populations.

Prior knowledge, education, and / or experience working in behavioral health (e.g. mental health, substance use disorders, psychology, social work, etc) or healthcare strongly encouraged.

Must have valid California driver's license and liability insurance if driving personal vehicle on BHS business.

Able to stand, bend, stoop, squat and reach for purpose of performing duties such as handling materials stocked on shelves, filing and handling and sorting mail. Routinely lift and move items weighing up to ten pounds; is expected to ask for assistance and use dolly or cart and any heavy items. Vision, hearing, manual dexterity and eye-hand coordination adequate to answer telephones, use keyboard, write messages. Able to move about the facility and in other off-site locations.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in the position.

Prerequisite Qualifications

Following are the qualifications required to perform the essential functions of this position. Qualifications may be subject to modification based on the Americans with Disabilities Act.

Bilingual abilities may be required within certain BHS programs.

High school diploma, minimum of two years' general office experience. Knowledge of alpha and numeric filing systems. Proper English and grammar skills. Some knowledge of resources for target population and client confidentiality regulations. Proficiency in MA Windows, Word, and Excel. Skills in MS Access, Publisher or ability to self-teach. Ability to use and maintain a variety of office machinery, including copy and fax machines and laser printer. Must have ability to communicate effectively both verbally and in writing. Must possess good listening skills and the ability to follow directions. Ability to work with others, including other professional and paraprofessional staff and volunteers. Must have positive, professional attitude, sincere interest and desire in working with target population; patience and compassion, sensitivity to culture, attitudes, beliefs and knowledge of target population.

Must have valid California driver's license and liability insurance if driving personal vehicle on BHS business.

Able to stand, bend, stoop, squat and reach for purpose of performing duties such as handling materials stocked on shelves, filing and handling and sorting mail. Routinely lift and move items weighing up to ten pounds; is expected to ask for assistance and use dolly or cart and any heavy items. Vision, hearing, manual dexterity and eye-hand coordination adequate to answer telephones, use keyboard, write messages. Able to move about the facility and in other off-site locations.

The above statements reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in the position.